Office Coordinator - Turnbull Engineering

Turnbull Engineering; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

Turnbull Engineering in Sydney seeks an Office Coordinator to own the Sydney office and keep the national team moving. You’ll shape how the space looks, runs and feels for guests, engineers and leaders, with autonomy to decide how to deliver outcomes rather than follow a task list.

The role covers facilities, travel logistics, vendor relationships, and event support, with a clear path to direct access to the leadership team and a competitive salary depending on experience.

Qualifications

• 2+ years in office coordination or administration.
• Examples of proactive problem identification and fixed without prompting.
• Excellent front‑of‑house communication.
• Calm, organized under competing requests.
• Confident with Microsoft 365 and interested in time-saving tech.
• Discretion with confidential information.

Responsibilities

• Own the Sydney office and support services for the national team.
• Ensure the office is clean, presentable and well-stocked.
• Coordinate travel, accommodation and logistics for engineers across offices.
• Support Directors with diary, meetings and admin tasks as needed.
• Identify process improvements and opportunities to automate.

Skills

Office coordination

Initiative

Communication

Organization

Autonomy

Discretion

Tools

Microsoft 365

Job description

Office Coordinator - Turnbull Engineering

Run our Sydney office and help keep a national team moving.

Turnbull Engineering is one of Australia's fastest-growing consulting engineering firms. We deliver multidisciplinary design and consultancy services across Transport, Power Transmission, Renewable Energy and Water, with teams in NSW, QLD, SA and the United Arab Emirates. Our clients are government agencies, construction contractors and private developers who trust us with complex infrastructure.

Our Sydney office is in the centre of the city. We need someone to own it.

The job in short

Everything about the Sydney office and the support our team receives is your responsibility - how it looks, how it runs, how guests feel when they walk in, how easily our engineers across every office get to site, how well our Directors are supported. We're not going to hand you a task list. We're going to hand you the outcome and trust you to work out how.

What "good" looks like

Someone walks into the office for the first time and thinks "these people have their act together"

A flickering light gets fixed before anyone else has noticed it

The fruit bowl is never empty, the plants are never dead, the printer never jams for long

An engineer in Adelaide says "I need to be in Newcastle Thursday" and doesn't think about it again – you organise their travel and accommodation

The team event comes in under budget and people are still talking about it a month later

A tedious process that used to take an hour now takes ten minutes because you automated it

How we work

People over process, context over control. We'd rather hire great people, give them the context they need, and trust them to get things done. You'll have real autonomy over how the office runs - and real accountability for how it turns out.

Who you are

Proactive and personable. You see things and act on them. You enjoy variety and get a kick out of making a busy team's day easier. You love technology and are always looking for a smarter way. You don't need your hand held but are always willing to hear if we have a preferred way of working. You've done this kind of work before, ideally in professional services, and you're ready to run your own show.

What's on offer

Full-time, permanent, Sydney CBD

Genuine ownership and direct access to the leadership team

A team that will notice and appreciate what you do

competitive market salary, depending on experience

Position Description

Position title: Office Coordinator

Reports to: Director of Operations

Employment type: Full-time, permanent Location: Sydney CBD office, on-site

Direct reports: None

Key relationships: Directors, Group Leaders, Sydney office team, team members in QLD, SA and UAE offices, Finance, HR Consultant, external suppliers

Purpose of the role

To own the Sydney office and the support services our national team relies on, so that our engineers can focus on engineering and our leaders can focus on leading. This role is defined by outcomes, not tasks. You are expected to work out what needs doing and do it.

Accountabilities

The role is accountable for six outcomes. Under each is what success looks like and examples of the behaviour that gets there. The examples are illustrative, not exhaustive - the role covers everything that falls under the outcome.

1. The office runs itself and looks the part

Outcome: The Sydney office is clean, well-stocked, well-presented and fully functional every day, without anyone in the team having to think about it.

Examples of what this looks like:

• You manage the cleaners, building management, trades and suppliers so problems are fixed before they're reported

• Kitchen, stationery, consumables, plants and the fruit bowl are always right

• Access cards, security, meeting rooms and equipment all work; if something breaks, you own the fix

• You know what the office costs to run and where the waste is

2. Every guest and every call is handled well

Outcome: Clients, candidates, suppliers and callers experience Turnbull Engineering as professional, warm and organised from the first point of contact.

Examples of what this looks like:

• Phones answered promptly; the company inbox triaged and actioned the same day

• Visitors greeted by name, meeting rooms set up, refreshments ready

• Mail, packages and couriers handled without anyone chasing you

3. The whole firm gets where they need to go and gets what they need

Outcome: Travel, accommodation and hire vehicles for team members in every office - NSW, QLD, SA and the UAE - plus Sydney printing, catering and deliveries, happen efficiently and within policy, with minimal effort from the person who needs them.

Examples of what this looks like:

• An engineer in any office gives you a site and a date; you handle the rest and it's in their calendar

• Interstate colleagues know you're their travel desk and trust it

• Drawings are printed and on the courier before the deadline, not after

• Catering arrives on time, suits the audience and stays within budget

• You know our preferred suppliers, negotiate the rates and hold them to account

4. The Directors get the support they need

Outcome: Directors spend their time on clients and the business, not on logistics, because you've handled the practical side.

Examples of what this looks like:

• Travel, accommodation and meeting logistics arranged without being asked twice

• Expenses reconciled, documents formatted, meeting rooms and catering ready

• Confidential matters kept confidential

• Diary support where a Director asks for it - this is not a dedicated EA role, but you're the person they turn to

5. The office gets better every quarter

Outcome: Processes are documented, improved and automated. The team notices things getting easier. Events land well and on budget.

Examples of what this looks like:

• You spot a repetitive task and automate it with Microsoft 365, AI tools or whatever works

• Where there's no process, you write one; where there's a bad one, you fix it

• Team events and client functions are planned, budgeted and delivered so people remember them

• You bring ideas to the Director of Operations rather than waiting for direction

6. The money is handled properly

Outcome: Office, travel and event spend is tracked, coded, reconciled and within budget, and you can tell the Director of Operations where the money is going at any time.

Examples of what this looks like:

• Supplier invoices checked, coded and passed to Finance on time; queries resolved before they become disputes

• Corporate card and travel spend reconciled monthly without chasing

• You know the office running cost, flag anomalies, and renegotiate supplier rates when they drift

• Event and catering budgets agreed up front and reported against afterwards

Boundaries

• Onboarding and offboarding are owned by the HR Consultant. This role supports with Sydney logistics (desk, access card, first-day welcome) when asked, but does not own the process.

• IT support is escalated to whoever owns IT, not resolved by this role beyond basic first-line help.

• Facilities in Brisbane and Adelaide are not this role's responsibility. Travel and accommodation for those offices is.

What we're looking for

Must have

• Track record in office coordination or administration (2+ years) - ideally professional services

• Proven initiative: you can give specific examples of problems you identified and fixed unprompted

• Excellent communication, warm front‑of‑house manner

• Organised and calm when juggling competing requests

• Confident with Microsoft 365 and curious about technology that saves time

• Discretion with confidential information

• Comfortable working autonomously, and equally comfortable adopting an existing process where one exists

Nice to have

• Engineering, construction or professional services background

• Experience providing administrative support to senior leaders

• Event coordination experience

• Experience with automation or AI tools in an admin context

How you'll be measured

Not by tasks completed. By whether the six outcomes above are being achieved - judged by the Director of Operations and by what the team - in every office - says about the support they get.

Our values in practice

People over process. Context over control. Freedom and responsibility. We hire great people, give them what they need to make good decisions, and trust them to do so.

Applications close 11:59pm AEST, Sunday 27 September 2026.

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